Committee Minutes

Thursday, August 6:30 – 8:30 p.m.

MiCocina

Preston and Forest

Members Present

Carolyn Simma, Debbie Childers, Mary Ellen England, Theresa and David Wiley, Karol Wilson, Angela McGarry, Melanie Irwin, Michelle Anderson, Bruce Toplek, Mark Buchanan and Benaye Wadkins

Meeting Call to Order

Debbie Childers announced the recent sponsorship from her company HDI for $5,000. She gave an update on the following: American Airlines has agreed to give us six pairs of tickets, 4 US/Canada/Mexico, 1 Europe and 1 Caribbean; AudioVisual Innovations has agreed to give us all AVI needs in kind and finally, she is working with a few other pharmaceutical companies that are interested in supporting the event this year.

Committee Reports

Development Report

Benaye gave the development report. Benaye announced the final budget set by the ADA for the event at $175,000 gross and $120,000 net. (Please see the attached budget report for a complete breakdown). We are currently at $40,000 in sponsorship and $3,000 in table sales, which is exceeds where we were this time last year. We have only spent $3,000 in expenses so far: hotel deposit, public relations and some printing. Benaye also reported that we anticipate having $60,000 by month’s end with expected commitment from Bank of America, Henjum & Goucher, AdvancePCS and Pavestone. The goal is to have at least $100,000 in commitments by end of November.

Auction Report

Theresa Wiley reported that based on the inability to get a car donated or a car lease (due to the liability of the ADA) the committee has and ADA has decided not to raffle a car. The committee will work on other options for raffling, i.e. a trip, jewelry, etc. Theresa and Michelle are going to work on putting together an Extreme Makeover package for live auction. We also have the contribution forms available now. The auction committee is asking each person to make at least 5 ask for auction items. (Prizes may be offered to the committee member who brings the most items to each meeting). Finally, you will notice on the form that it includes event information and volunteer contact information. Please make sure you complete volunteer contact information so we can know who made the ask. You may also want to send your own personal notes of thanks. ADA will send letters and contribution forms to a list of approximately 150 local establishments. Please look at the list to see if an ask is already being made.

Logistics Report

Bruce Toplek gave the report on entertainment. They are looking at two bands right now. Bruce will send an e-mail to the committee with links for each band. Committee members will be able to vote on the band based on what you hear. Currently Johnny Reno has come highly recommended, is available for the date and has penciled us in. Bruce and Liz have also set up for Joe Alan to play the piano during the reception and silent auction.

Publications Report

Benaye showed the committee the new logo. This will remain the Red Ball logo with only the year changing. Mark Buchanan announced that we have a Red Ball web page. You can visit the site and see the new logo at We encourage everyone to visit the site and give Benaye and Mark ideas and suggestions on how to make it better. There is also a committee page at This page is only accessible to the committee because you are the only ones who know the link. This is where you will find your agendas, minutes, roster, auction list, budget and expenses and anything else you would like for us to add.

 Other Reports

McGarry Award

Benaye notified the committee that the nomination process is complete. We have seven nominees for the individual awards and two for the corporate award. They are: Samuel Ross, MD, Phillip Raskin, MD, Bob Dobbins, MD, Phd, Janeen and Randy Galloway, Carina Roe Saez, Sharon Cox, Gail Bubel, North Texas Diabetes Educators Association and Aventis Pharmaceuticals. The selection committee will meet on Saturday, August 23, 2004 to begin the selection process. The awardees will be announced at the Announcement Party on Tuesday, October 7, 2003 (this date has changed from September 30). Please mark you calendars!

Meeting Adjourn

Debbie adjourned meeting with congratulations to the committee for the great accomplishments we have made so far. You all are doing a wonderful job.

NEXT MEETING:Tuesday, September 16, 2003 (Location to be announced)